What happens after the 3-day free trial?

After your trial ends, you can choose a plan that fits your team. If you don't upgrade, your account is paused — your data stays safe and nothing is deleted. You can pick back up any time.

Can I cancel at any time?

Yes, no contracts. Cancel from your account settings in under a minute. You won't be charged again, and you keep access until the end of your current billing period.

Is my data secure? What about HIPAA?

ReferaCare is built with security best practices — data is encrypted in transit and at rest, and access is scoped by organization. While ReferaCare is designed to handle sensitive referral and lead data responsibly, it is not a covered entity under HIPAA and does not sign BAAs. Avoid storing protected health information (PHI) directly in the system.

Do I need IT or technical knowledge to set it up?

Not at all. Sign up, invite your team, and start adding referral sources — it takes minutes. No installation, no IT department, no technical background required.

Can my whole team use it, or just one person?

Every paid plan supports multiple users. The Solo plan is for 1 user, Team supports up to 4 users, and Enterprise supports up to 20 users. Each team member gets their own login, and admins can see activity across the whole team.

I already track referrals in a spreadsheet. Why switch?

Spreadsheets don't remind you when a source has gone quiet, tell you which ones actually convert, or keep your whole team in sync. ReferaCare does all of that automatically — so you spend less time managing the spreadsheet and more time in the field.

Can I import my existing referral source data?

Yes. ReferaCare supports CSV imports for referral sources and clients, so you can migrate from a spreadsheet in minutes.

What kind of support do you offer?

All plans include email support. Team and Enterprise plans get priority response times. You can reach us any time at support@referacare.com.

The 5 Things Your Home Care CRM Should Track About Every Referral Source

Most home care agencies that use a CRM use it like a fancy spreadsheet. They log a name, a phone number, and maybe a last-contact date — and then wonder why their outreach still feels scattered and their referral volume stays flat. The problem isn't the CRM. It's what they're tracking in it.

A home care CRM is only as useful as the data you feed it. Here are the five things that actually matter — the fields that turn a contact list into a referral growth engine.

1. Last Contact Date — and the Channel That Worked

Every CRM tracks last contact date. Few track how that contact happened — and that's the part that changes your next move.

A discharge planner who responds to drop-ins but never replies to emails needs to be visited, not emailed. A social worker who prefers a quick text over a formal call should be texted. If your CRM only logs when you reached out, you'll keep repeating approaches that don't work.

What to track:

Date of last contact
Channel used (in-person, phone, email, text)
Whether they responded

After a few months, the pattern for each source becomes obvious — and your outreach hits instead of missing.

2. What Matters to Them Professionally

Every referral source has a job to do, and their referral decisions are shaped by the pressures of that job. A hospital discharge planner is measured on readmission rates and length of stay. A SNF social worker needs agencies that communicate clearly with families. A physician wants to know their patients are safe at home without having to chase updates.

When you learn what someone cares about, log it. Not as a generic note — as a structured field you can act on.

Examples of what to capture:

"Prioritizes agencies that confirm within 2 hours"
"Wants clinical updates on any falls or medication issues"
"Prefers bilingual caregivers for her Spanish-speaking patients"

The next time you reach out, you're not pitching your agency — you're speaking directly to their world. That's the difference between a rep they remember and one they forget.

3. Referral Volume and Trend

You can't manage what you don't measure. Your CRM should tell you, for each referral source:

How many referrals they've sent this month vs. last month vs. 90 days ago
Whether that number is growing, flat, or declining
Their share of your total referral volume

This data surfaces things you'd never catch by feel. A source who sent 6 referrals in January and 2 in March is drifting — and without a trend view, you probably haven't noticed yet. With it, you can reach out before the relationship is lost rather than after.

One simple practice: review your top 10 referral sources by volume every Monday. Flag any who are trending down by more than 30% month-over-month. That's your outreach priority list for the week.

4. Open Issues and Recent Friction

Every referral relationship hits rough patches. A caregiver was late. A family called the social worker to complain. A patient was discharged to your agency and the intake didn't go smoothly. These moments aren't just problems to solve — they're data points that shape whether a source keeps sending you referrals.

Your CRM should have a place to log friction: what happened, when, and what you did about it. Two reasons:

It protects the relationship. If you know there was a rough intake last month, your next visit leads with accountability, not a sales pitch. "I wanted to follow up on the Williams case — here's what we fixed." That lands completely differently.
It reveals patterns. If the same source logs friction three times in six months, something systemic is wrong — a scheduler, a caregiver match issue, a communication gap. You can't see that without the log.

5. The Next Scheduled Action

This is the one most agencies skip, and it's the most important.

Every referral source in your CRM should have a specific, dated next action — not "follow up soon," but "call Dr. Park's office on June 24 to share the care summary we promised." When the action is vague, it gets skipped. When it's specific, it gets done.

A well-run home care CRM workflow looks like this: at the end of every interaction with a referral source, you log what you said you'd do next and when. Your CRM surfaces those actions in a daily or weekly queue. You work through the queue instead of relying on memory.

Agencies that do this consistently find that their referral sources start to expect their follow-through — and that expectation becomes a competitive moat. Other agencies promise to stay in touch. You actually do.

Putting It Together

These five data points — contact channel, professional priorities, referral trend, friction log, and next action — turn a CRM from a passive record into an active relationship management system. They answer the questions that matter: Who needs attention this week? What should I say when I reach out? Which relationships are at risk?

Most home care agencies don't lack effort. They lack the structure to make that effort consistent and targeted. A CRM built around the right data gives you that structure — and that's what turns relationship-building from a hustle into a system.

At ReferaCare, our home care CRM is designed around exactly these fields — built specifically for agencies managing referral source relationships at scale. If you want to see how it works in practice, schedule a walkthrough with our team.